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Meeting Information

EXTERNAL AFFAIRS COMMITTEE
Saturday, May 30, 1998
11:30 a.m. - 12:15 p.m.
East Oval Room, The Rotunda


Committee Members:

T. Keister Greer, Chair
Charles M. Caravati, Jr., M.D.
Albert H. Small
Elsie Goodwyn Holland
Henry L. Valentine, II
Timothy B. Robertson
John P. Ackerly, III, Ex Officio
Terence P. Ross

I. AGENDA

I.A. Jefferson Scholars Program as a Subsidiary of the University of Virginia Alumni Association

BACKGROUND: Sponsored by the University of Virginia Alumni Association, the Jefferson Scholars Program awards scholarships on the basis of personal merit to approximately 20 outstanding students each year. Criteria for selection include excellence in the Jeffersonian ideals of leadership, scholarship, and citizenship. Scholarship recipients receive an amount sufficient to cover the entire cost of attending the University for four years.

DISCUSSION: This resolution calls for the establishment of a non-profit, non-stock corporation to own and administer the Jefferson Scholars Program. This body would be a wholly-owned subsidiary of the University of Virginia Alumni Association.

The Policy on Related Foundations specifies further that "[t]wo University representatives, one designated by the Board of Visitors and one designated by the University President, shall serve as ex officio voting members of the Foundation's governing board." The Board of Visitors representative would be named at the October 1998 Board of Visitors meeting.

ACTION REQUIRED: Approval by the External Affairs Committee and the Board of Visitors

APPROVAL OF THE ESTABLISHMENT OF THE JEFFERSON SCHOLARS PROGRAM SUBSIDIARY

WHEREAS, the University Policy on University-related Foundations requires that any related foundation seeking to establish a subsidiary acquire Board of Visitors' approval; and

WHEREAS, the Executive Vice President and Chief Financial Officer recommends that, in the best interests of the University of Virginia, the Board of Visitors approve the establishment of a wholly-owned, non-profit, non-stock, tax-exempt subsidiary to hold and administer the Jefferson Scholars Program in accordance with the terms of any gift instrument or restriction;

RESOLVED that the University of Virginia Alumni Associations ownership of the Jefferson Scholars Program Subsidiary be approved.


II.A.1. Alumni Association Strategic Planning

BACKGROUND: In January 1997, the University and the Alumni Association agreed to an Alumni Relations Partnership in order to work more cooperatively on outreach to alumni, and program initiatives to strengthen involvement by graduates in the life of the University. As part of this agreement, the Alumni Association has presented to the President annual operating plans for all elements of the alumni relations program. In preparation for the operating plan for the upcoming year, and years beyond, the Alumni Association has engaged in a strategic planning process involving the Alumni Board of Managers, the University Development Office, and University administrators throughout the Grounds. The Executive Director of the Alumni Association will report on strategic planning activities and preliminary conclusions.

DISCUSSION: The Alumni Association has established a strategic planning committee, chaired by Everette Doffermyre (A&S 70, Law 73), to handle strategic planning efforts. Several preliminary fact-finding activities have been part of the committees work, including comprehensive polling of the alumni population about current satisfaction with the Alumni Association and preferences for new programs, as well as interviews and meetings with alumni and university administrators. Committee members have also visited or called peer institutions, which included the University of North Carolina, Duke University, Stanford University, and Princeton University to assess their outreach efforts.

The committee has recognized several priorities that will be elements of the draft plan. These touch on the organization of the Alumni Association itself, as well as stronger communications with alumni, and enhanced services. The Alumni Association plans to concentrate efforts on building diversity in its Board of Managers, while at the same time strengthening financial self-sufficiency through superior asset management and higher membership participation. Outreach to alumni may be improved by increased reliance on technology, such as permanent e-mail, an enhanced website, and an on-line alumni directory. Plans are being made to add board members with technological expertise and to establish a technology committee of the Board of Managers. Other initiatives to better serve alumni, strengthen their loyalty and encourage their financial support of the University include generating higher percentage participation in reunions, reorganizing regional club structures, providing career counseling resources and other services, and renewing focus on across-the-board alumni representation in Alumni Association and University boards. Finally, the Strategic Planning Committee is anticipating Alumni Association fundraising for the benefit of University-wide projects, most prominently an expansion of the Jefferson Scholars Program to provide scholarships for graduate teaching fellows.

ACTION REQUIRED: None


II.A.2. Faculty/Staff Campaign

BACKGROUND: The Faculty and Staff Campaign for the University of Virginia was launched in spring 1997. The primary goal of the Faculty and Staff Campaign has been to demonstrate strong internal support of the overall Campaign for the University of Virginia to the Universitys alumni and friends. Involving over 250 volunteers, including a 35-member steering committee, the Campaign has emphasized participation of university employees rather than overall dollars raised. At the end of January, overall participation averaged over 50%, with many departments showing 75-100%, and total dollars raised reaching nearly $6 million. The Senior Vice President will report on on-going progress for the campaign.

DISCUSSION: Recognizing the decentralized environment of the University, the campaign was organized so that individual school, department or program campaigns could be conducted under their own separate timelines and volunteer leadership. To date, all areas have concluded their campaigns, except for the School of Engineering and Applied Science. Even when individual campaigns have closed, the Faculty and Staff Campaign will continue to receive gifts until the end of 2000.

Among the special projects developed to receive faculty and staff contributions, the Faculty and Staff Undergraduate Scholarship was created to provide a university-wide opportunity to fund a scholarship endowment for children of university employees. The scholarship, which is being matched one-to-one by the University, has already exceeded its initial funding level of $50,000 to provide a partial one-year scholarship. An admitted student for the class of 2002 has been awarded the scholarship this spring.

Planned gifts make up a majority of the funds pledged, with $1.5 million in irrevocable planned gifts, and over $3.5 million in future support.

ACTION REQUIRED: None


II.A.3. Annual Giving

BACKGROUND: In 1993, the Office of Annual Giving in University Development introduced the Rotunda Society, the first gift society to recognize annual gifts across the University. Concurrently, a volunteer council was enlisted to guide the University as it implemented this new gift society. In recent years, it became evident to both the University and to the Rotunda Society Council that the mission of the council should be expanded to address annual giving issues across the Grounds. During the 1997-98 year, the former Rotunda Society Council effectively became a University-wide Annual Giving Advisory Board. Along with this change in leadership, new energy is being focused on setting, and tracking progress against, comprehensive annual giving benchmarks.

DISCUSSION: The Annual Giving Advisory Board (AGAB) is comprised of representatives from the schools and units which conduct regular annual fund appeals. These representatives also are active with the schools they represent. This new structure will improve communication, planning, benchmarking and goal-setting (for both dollars and participation) across the University. Under the direction of the Annual Giving Advisory Board, the Office of Annual Giving has worked with the schools and units to clarify the definition of annual giving. Unrestricted current use accounts have been identified and the Annual Giving Office is now able to measure the progress of annual fund drives across the University.

By the end of March 1998, preliminary results showed that schools are on track to meet the $16 million aggregate year-end goal, with $11.5 million raised to date. For the first time, the University will be able to benchmark progress towards the $86.7 million campaign goal for current operations.

Along with the change in mission, the new volunteer organization experienced a change in leadership. Nick Wilson (A&S 52), who served as the Chair of the Rotunda Society Council and led the transition to an Annual Giving Advisory Board, has been succeeded by Lucien Bass (Engineering 63, Darden 65) as AGAB chairman.

ACTION REQUIRED: None


II.B. Philanthropic Cash Flow

BACKGROUND: This report will be a statistical review of fund-raising cash gifts received for the period July 1, 1997 March 31, 1998. Emphasis will be placed on measuring performance compared to Fiscal Year 1997 and the previous three fiscal years.

DISCUSSION: The most recent audited report on cash flow status is through March 31, 1998. The April report will be completed prior to the Board of Visitors meeting and will be used as the basis for the public presentation by the Vice President for Development.

Cash flow for March 1998 was $8.4 million. Year-to-date totals now stand at $105.3 million, already exceeding the $100 million cash flow goal for Fiscal Year 1998. These totals also exceed Fiscal Year 1997 cash flow for the same period by $28.5 million or 37%.

ACTION REQUIRED: None


II.C. Campaign Progress Fiscal Year 1998

BACKGROUND: The capital campaign is the on-going focus of University of Virginia fundraising activities. The campaign progress report through March 31, 1998, will provide a benchmark for charting overall campaign progress.

DISCUSSION: At March 31, 1998, the campaign total raised to date stood at $700.8 million, with $635 million in gifts and pledges and $65.8 million in future support. The April 1998 report will be completed prior to the Board of Visitors meeting and will be used as the basis for the public presentation by the Vice President for Development.

ACTION REQUIRED: None


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